4Reports and Inquiry
Option 1Transaction Register Report
Use this function to print a detail listing of vendor transactions, printing the balance of each transaction in the appropriate ageing column. The following processing steps accomplish this job.
- Step 1This function allows you to enter the ageing date, choose which date to age from, enter the ageing periods, and choose whether or not to print the transaction description.
On the following pages, the screen displayed by this function is shown.
The screen shown below allows you to enter information required to print the Transaction Register.
Transaction Register screen
Data items for the preceding screen are described below:
- Ageing Date
Date (YMD) Required
You can specify the date from which the printed transactions are aged. By default, the system displays today’s date. You can enter a new date to override the display.
- Date to Age
Positive number, 1 digit
Indicate which date you would like to use for ageing the transactions. The Ageing Type is displayed from the Parameters file but may be changed. Valid options are:
- 1
- Transaction Date
- 2
- Due Date
- Ageing Periods
Number, up to 3 digits
The system displays the Transaction Register Periods that were entered in the Parameters file. You can override any ageing period.
Each ageing period refers to either the invoice date or the due date, depending on the entry in the Date To Age field. A positive entry indicates the number of days after the invoice or due date. A negative entry indicates the number of days before the invoice or due date.
For example, ageing entries of ‘0’ and ‘30’ would define the following three periods:
0 and before
1 to 30
31 and above
- Period Ending Dates
Date (YMD) Display only
This date shows you the actual ending date for each ageing period to be printed. This date is determined by subtracting the number of days in the corresponding Ageing Period from the Ageing Date. For example, if the Ageing Date is 6/30/90 and the ageing periods are 0, 30, 60, and 90, the Period Ending Dates are 6/30/90, 5/31/90, 5/1/90, and 4/1/90.
- Print Description?
Y or N Default N Required
You can choose to print the transaction description on the Transaction Register.
Printing this information requires an extra line. By default, the system displays ‘N’. The display can be changed:
- Y
- Print the transaction descriptions.
- N
- Do not print the transaction descriptions on the register.
The entered data is validated. During validation, including access to other files, conditions may be found which cause messages to be displayed. Errors (E), Warnings (W), and Messages (M) that may result are shown below:
Press ENTER to save the information on this screen.
- Step 2In preparation for performing a sort/selection process on the Transactions information, this step provides you with a default sequencing of data records by Liability Account, Vendor Alpha, Vendor, Apply To, Invoice Type and Date/Time Stamp, giving additional sort order choice by Post Year and Post Month, with the option to change modifiable parameters at run time. Selection of data records is provided by Liability Account, Vendor, Apply To, Invoice Type, Post Month and Post Year, with the option to enter user-specified comparisons at run time.
- Step 3This disposition type is used for all standard Accounts Payable reports.
- Step 4According to previously specified criteria, this step actually performs the desired selection and/or sorting process.
- Step 5In order to print the transaction Register Report, this step formats the Transactions information. The following data items are shown: Apply To, Transaction Type Abbreviation, Operator ID, Control Number, Transaction No, Invoice/Check Number, PO No, Transaction Date, Invoice Due Date, Amount, Transaction Desc, Pay Status Description, Retention Amount, Discount Due Date and Discount Amount. As appropriate, group headings appear whenever a change occurs in Post Month, Liability Account, Vendor or Apply To. If requested, totals appear whenever a change occurs in Apply To, Vendor, Liability Account or Post Month. When totals are specified, the following items are accumulated: Total balance, Amount Total, Credit Limit, Credit Available and Ageing Period Percent. Grand totals print at the end.
A sample output is shown below.
Expert Computing, Inc.
01/12/95 10:18 LGG Page: 1
Transaction Register Report
Aged as of 01/12/95 Using Due Date
01/12/95 12/13/94
Apply To Typ ID Ctrl Trx Inv/Chck PO No Trx Date Due Date Amount Balance 0 & Under 1 To 30 Over 30
Description Pay Status
=================================================================================================================================
Account 1061001000 Prepaids & Deposits
Vendor 00000010 Miscellaneous Supplier ( ) -
Misc Vendor Westin Hotel
DEP6/89 PRE SRR 1 0003 702 DEP6/89 06/20/89 06/20/89 1200.00-
deposit on convention room Normal
DEP6/89 INV SRR 3 0004 11255 DEP6/89 07/14/89 07/31/89 1200.00 .00 0. 0. .00
convention room Normal
—————— —————— —————— ——————
Credit Limit 50000 — Vendor Totals —> .00 0. 0. .00
Available 50000 .0 % .0 % .0 %
=================================================================================================================================
Vendor 00000020 Pool and Associates (206) 555-4778
9877DEP PRE SRR 7 0002 306 9877DEP 08/10/89 08/10/89 1500.00- 1500.00- 0. 0. 1500.00-
deposit on mailer production Normal
—————— —————— —————— ——————
Credit Limit 100000 — Vendor Totals —> 1500.00- 0. 0. 1500.00-
Available 101500 .0 % .0 % 100.0 %
=================================================================================================================================
—————— —————— —————— ——————
— Account Totals —> 1500.00- 0. 0. 1500.00-
.0 % .0 % 100.0 %
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